Registration and Records

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Office of Admissions and Records
University West, Suite 104
3007 N. Ben Wilson, Victoria, Texas 77901-5731
Telephone: 361-570-4110 FAX: 361-570-4114
Web: www.uhv.edu/oar  Email: admissions@uhv.edu

 


Registration Information


General Registration Information
Online registration or telephone registration is required for every semester or term of attendance at UH-Victoria.
Students are encouraged to use the Enrollment Services Online.  All services through the VIP telephone registration system will cease as of November 9, 2006.  Specific dates and detailed instructions for each registration period are included in the class schedule available online at www.uhv.edu “Registration / Payment Calendar”. Registration is not final until the student has completed all registration procedures and tuition and fees are paid in full. NOTE: Students will not be allowed to register for classes at this campus or any other UH institution until all UH System financial indebtedness has been cleared.

Students completing registration during the late registration cycle will be assessed a non-refundable late registration fee. Questions regarding registration should be directed to the Office of Admissions and Records.

Cancellation of Registration
A student may cancel registration after payment without financial penalty if the student does so before the official first day of class. The student is entitled to a full refund and is regarded as never having registered.

Class Schedule
A class schedule of course offerings for the semester, may be viewed in advance of the beginning of the semester online at www.uhv.edu. The “Registration / Payment Calendar” includes detailed online and telephone registration procedures and dates. Online course offerings are generally available for viewing on the following dates:

 

Fall – Mid-April

Spring – November 1

Summer – April 1


Class Membership
A student may not attend a class after the first week of classes unless properly registered for that course and section. Failure to follow proper registration procedures may jeopardize the student’s good standing at the university and result in a loss of credit. Instructor’s class rolls are made up only from the official enrollment records. A student whose name is not on the class roll in each registered class should contact the Office of Admissions and Records to verify proper registration.

Discontinued Classes
The university reserves the right, when necessary, to discontinue classes or to otherwise alter the schedule. If a class is discontinued, students will be notified at the first scheduled class meeting, whenever possible, so that they may register for alternate courses. A student who is enrolled in a discontinued class must officially drop the course and, if the student wishes to enroll in another section, the student must officially drop and add immediately. If the university discontinues a course and the student elects not to replace it with another course, then the student will receive a refund from the Office of Administration and Finance.

Section Changes – Add/Drop Courses
After completing registration the student may add a course or change a class section during the times listed in the “Registration / Payment Calendar” available online at www.uhv.edu. The form for section changes may be obtained in the Office of Admissions and Records or online at www.uhv.edu/oar. The student should check the “Registration / Payment Calendar” for deadlines in adding and dropping sections.

Course Prerequisites
Prerequisites and corequisites as specified under the UHV course listings are enforced.

Graduation
A student who plans to graduate at the end of the current semester should check the academic calendar for deadlines to apply for graduation. The student must apply for graduation before the deadline indicated for each semester in the academic calendar. Students who have not applied for graduation will not be graduated in a given semester. The necessary forms to apply for graduation may be obtained in the Office of Admissions and Records or online at www.uhv.edu/oar.

Auditing a Course
Refer to the BILLING and FINANCIAL INFORMATION section of this catalog for procedures for auditing classes.

 

 

Student Records

 

Definition of Education Record:
The Office of Admissions and Records retains a minimum of the following documents in a student’s permanent education record: approval letter(s), application form(s), transfer transcripts, undergraduate and graduate admission test scores (if applicable), degree plan, and any other document(s) pertaining to the student’s academic career at UHV.

Notice of Students Rights
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights are as follows:

  1. Students have the right to inspect and review their education records within 45 days of the day the University receives the request.

  2. Students have the right to request amendment of their education records that they believe are inaccurate or misleading. If the University denies a student’s requested amendment, the student has the right to a hearing regarding the requested amendment to his/her education record.

  3. Students have the right to consent to disclosures of personally identifiable information in their education records, except to the extent that FERPA authorizes disclosure without consent.

  4. Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. Such complaints may be sent to the Family Compliance Office, U.S. Department of Education, 400 Maryland Avenue, S.W., Washington, D.C. 20202-4605.

Directory Information
At its discretion the University of Houston-Victoria may provide “directory information” to the general public without student consent. “Directory information" is defined by UH-Victoria (within guidelines of the Family Educational Rights and Privacy Act of 1974) as follows: student’s name, home address, local address, email address, telephone listing, date of birth, photograph, major, degrees and awards received and dates and types of awards received, dates of attendance, most recent previous educational agency or institution attended, classification and enrollment status (full-time, part-time, undergraduate, graduate, etc.)

Confidentiality of Student Records
If a student does not want “directory information” regarding him/her to be released, the student must notify the UHV Office of Admissions and Records, 3007 N. Ben Wilson, Victoria, TX 77901 in writing or complete the Request to Withhold Public Information form during the first week of classes to ensure that UH-Victoria does not release “directory information.” A student’s request to withhold “directory information” remains in effect until the student revokes the request in writing.

Disclosure of Education Records
The University of Houston-Victoria will not disclose information from a student’s education records without the written consent of the student, except in the following instances in which FERPA authorizes disclosure without prior student consent:

  1. To school officials who have a legitimate educational or administrative interest in the records. A school official is defined as a person employed by the University in an administrative, supervisory, academic, or support staff position; a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Regents; or a person assisting another school official in performing his/her official duties. A school official has a legitimate education interest if the official needs to review an education record in order to fulfill his/her professional responsibilities.

  2. To other schools in which the student seeks to enroll.

  3. To authorized representatives of the U.S. Secretary of Education, the U.S. Comptroller General, and state and local educational authorities, in connection with certain state or federally supported education programs; and the U.S. Attorney General for law enforcement purposes.

  4. In connection with a student’s request for or receipt of financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid.

  5. To state and local officials or authorities in accordance with state law.

  6. To organizations conducting studies for or on behalf of the University to develop, validate, or administer predictive tests; administer student aid programs; or improve instruction.

  7. To accrediting organizations to carry out their functions.

  8. To parents of a “dependent” student as defined under the federal tax laws.

  9. To comply with a judicial order or a lawfully issued subpoena.

  10. To appropriate parties in connection with a health or safety emergency.

  11. As it relates to “directory information,” unless the student restricts “directory information.”

  12. To an alleged victim of any crime of violence or non-forcible sex offense regarding the final results of any disciplinary proceeding conducted against the alleged perpetrator of that crime or offense with respect to that crime or offense, regardless of whether the student was found to have committed the violation.

  13. To the public regarding the final results of any disciplinary proceeding in which the student was alleged to have committed a crime of violence or non-forcible sex offense and pursuant to the disciplinary proceeding the student was found to have violated a University disciplinary rule or policy.

  14. To parents of a student who is under the age of 21 regarding the student’s violation of federal, state, or local law, or any University rule or policy, governing the use of possession of alcohol or a controlled substance.

  15. To the court where the student has initiated legal action against the University or the University has initiated legal action against the student.

Procedures to Inspect Education Records
A student has the right to inspect his or her educational records and to challenge the contents. To review records, a student must make a request in writing to the Registrar of the University of Houston-Victoria. The written request must identify as precisely as possible the record or records he/she wishes to inspect.

Procedure to Amend Education Records
If a student believes the information in his/her education record contains information that is inaccurate, misleading, or in violation of the student’s rights of privacy, the student should submit a written request for amendment to the Registrar. The written request should clearly identify the part of the record the student wants changed and specify why it is inaccurate, misleading, or in violation of the student’s rights of privacy. The University will notify the student within a reasonable time regarding whether or not the record will be amended. If the University denies the student’s request for amendment of his/her record, the student has the right to a hearing regarding the requested amendment.
**Note: This procedure does not govern grade appeals.

Procedures for a Hearing Under FERPA

  1. To request a hearing pursuant to the University’s denial of a student’s request to amend information in his/her education record that the student believes is inaccurate, misleading, or in violation of the student’s rights of privacy, the student should submit a written request for a hearing that clearly identifies the part of the record the student wants changed and specifying why it is inaccurate, misleading, or in violation of the student’s rights of privacy to the custodian of the record that the student seeks to challenge.

  2. The University will hold a hearing within a reasonable time after receiving the student’s written request for a hearing.

  3. The University will give the student notice of the date, time, and place of the hearing, reasonably in advance of the hearing.

  4. An individual who does not have a direct interest in the outcome of the hearing will conduct the hearing. The vice president to whom the custodian of the records in question reports will appoint the hearing official.

  5. The student will be provided the opportunity to present evidence supporting his/her allegation that his/her education record contains information that is inaccurate, misleading, or in violation of the student’s rights of privacy. The student may, at his/her own expense, be assisted during the hearing by one individual, including legal counsel. The student must notify the hearing official no later than three (3) business days before the hearing that he/she will have legal counsel present at the hearing.

  6. The custodian of the record in question and the author of that record (if appropriate) will also be provided an opportunity to respond to the student’s allegations.

  7. Upon hearing all of the evidence, the hearing official will render a written determination within a reasonable time after the hearing. The written determination will include a summary of the evidence and the reasons for the hearing official’s determination.

  8. Any information in the student’s education record that is determined to be inaccurate, misleading, or a violation of the student’s rights of privacy will be amended with the correct information and the student will be notified in writing of the change.

  9. If it is determined that the student record is correct and does not merit amendment, the University will notify the student of his/her right to place a statement in the education record commenting on the information in the record and/or presenting any reasons for disagreeing with the university’s decision.

  10. Any statement placed by the student in his/her education record shall remain a part of the record for as long as the University of Houston-Victoria maintains the record.

Retention of Education Records:
At UHV, students’ education records are kept permanently in either paper or electronic format. According to the Texas Government code, Chapter 441, “Certified output from electronically digitized images or other electronic data compilations created and stored in accordance with the rules of the [Texas State Library and Archives] Commission shall be accepted as original state records by any court of administrative agency of this state unless barred by a federal law, regulation, or rule of court.”

UHV’s policy on retention and disposal of records is based on the University of Houston System policy. In accordance with the Texas Government Code, Chapter 441, the UHS, which serves as the official records scheduler for all UH system universities, has filed a records retention schedule with the State and Local Records Management Division of the Texas State Library, as described in UHS Administrative Memorandum 03.H.01.

Custodian of Records:
For further information, please contact the Office of Admissions and Records, 361.570.4110 or toll-free 877.970.4848 x110.

Maintenance of Records
A change of address, major and/or name must be filed promptly by the student in the Office of Admissions and Records.

Change of Address
The student’s current mailing address and permanent address must be correctly listed on university records. Any change in the student’s address should be promptly reported to the Office of Admissions and Records. A student will not be excused from penalties on grounds of not receiving communications mailed from the university if the student failed to report the new address. The form for change of address may be obtained in the Office of Admissions and Records or online at www.uhv.edu/oar.

Change of Major
A student may change the major established at the time of first enrollment, but should not apply for a change until the student has consulted a faculty advisor. Faculty advisors can provide information concerning curricular requirements and advice related to their respective fields. Undergraduate and graduate change of major approval forms are available in the Office of Admissions and Records or online at www.uhv.edu/oar.

Change of Name
University records of a student’s name are based upon the application for admission. Changes of name should be promptly reported in writing to the Office of Admissions and Records. The necessary forms to authorize a name change may be obtained in the Office of Admissions and Records or online at www.uhv.edu/oar.

Final Grade Reports
Final grades are posted as soon as they are compiled after the close of the semester. Grade reports are not automatically sent to students. You may access grades online at www.uhv.edu using your student number and personal identification number (PIN). Each student is permitted one grade report per semester upon request from the VIP system, as long as it is requested within one month from when grades are available.

UHV Transcripts
Transcripts will be issued by the Office of Admissions and Records if the student does not have a financial stop on his/her record. The student must request the transcript in person or write to the Office of Admissions and Records, University of Houston-Victoria, 3007 N. Ben Wilson, Victoria, Texas 77901, or fax 361-570-4114. The necessary forms to request a transcript may be obtained in the Office of Admissions and Records or online at www.uhv.edu/oar. Effective September 1, 2000, transcript request fees were eliminated. The Registrar will have authority to deny unreasonable requests. The University reserves the right to reinstate any/all fees at any time.